The post holder will: Act as a communication link for the Hotel Services and other Facilities management teams, initiating the cascade of relevant information in any absence. Initiating the first response to urgent and important issues which may involve persuasive, motivational and negotiating skills. Employ a consistently professional and confident approach, reflecting the Trust values at all times Manage the diaries of the Head of Facilities and Deputies when required; prioritising meetings/appointments as directed where necessary, to ensure appropriate and optimum time management, allowing sufficient work/reflective time. Ensure that a rolling programme of performance and development reviews and 1:1 meetings are scheduled and monitored. Arrange meetings as required by the senior and operational management teams ensuring the relevant information is available and that arrangements are in place for the room reservation, equipment, and refreshments, if appropriate. Arrange the preparation and distribution of agendas and papers for meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe accurate minutes at various formal meetings and distribute in a timely fashion, ensuring that all follow-up action is taken. Assisting in the compilation and production of reports for the various meetings within the service line and across the Trust. Open and action all emails addressed to the main Hotel Services Inbox, using own judgement and initiative to progress any issues Open and sort all emails addressed to the Head of Facilities, prioritising those that require urgent attention Using own judgement, draft emails and letters on behalf of the senior management team, seeking approval of the wording where appropriate and ensuring a consistently high standard Provide organisational and administrative support to the Staff Engagement team, working on several initiatives within Site Services around health & wellbeing, communication & staff engagement, assisting in the organisation of Wider and Extended management team meetings and events, staff meetings and subsequent communication and updates, team development activities, staff recognition schemes and other staff awareness campaigns. Provide support to the management teams undertaking various improvement or transformation projects, carrying out any organisational and administration tasks necessary to keep projects on plan Manage and maintain the ATP swabbing data collection process, liaising with the provider to ensure optimum performance of the hardware/software and regular provision of consumables, training supervisors in the correct use of equipment, ensuring the correct use of both software and hardware, ensuring relevant stakeholders have access to the data they require and providing dashboard reports for Cleanliness Assurance Group (CAG), Infection Prevention & Control Sub-Committee (IPSC), CDiff Vigilance and other assurance forums. Provide support and training to the Supervisory and Operational management teams in the use of Facilities systems including but not limited to Synbiotix, Menumark, Neogen ATP systems. Working in conjunction with the Audit Manager, provide organisational and operational support for the efficient delivery of the National Standards of Healthcare Cleanliness audit programme, ensuring that all stakeholders receive timely communication regarding the audit timetable and results. Provide organisational and operational support for other audit programmes and surveys which may be required within Facilities With consideration to procurement processes/procedures and budget constraints, raise purchase orders for stationary, office supplies and equipment and other miscellaneous items required for the Facilities services. Undertake tasks/projects, as required to support the Hotel Services, Staff Engagement and other Facilities management teams, which may include but not limited to facilitating meetings, obtaining and collating relevant information, drafting communications and training staff. Provide support and assistance to the admin and staff engagement teams with recruitment processes, specifically around exceptional activities such as open days. Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities Participate in departmental/team meetings, offer suggestions for service improvements